Hey guys, I am currently struggling with an automated jira rule. I would like to have the following rule: * Every Thursday * lookup all Epics where child issues have been moved to status "done" or new tasks have been added during last 4 weeks * and then Send ONE e-mail that contains all Epics that correspond to the query above. Please let me know if you need more details. Thank you in advance!

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Send automated e-mail with all epics where child issues have been added or moved to "done"

Maurice B.

Hey guys,

I am currently struggling with an automated jira rule.

I would like to have the following rule:

Every Thursday
lookup all Epics where child issues have been moved to status "done" or new tasks have been added during last 4 weeks
and then Send ONE e-mail that contains all Epics that correspond to the query above.

Please let me know if you need more details.

Thank you in advance!

Accepted answers

Laura Lopez_srsldv

What I'd do:

Trigger : Scheduled on Tuesday

Action: Lookup issues with JQL:

issuetype=Task AND (created >= -4w OR status CHANGED TO Done AFTER -4w) AND parent IS NOT EMPTY ORDER BY parent

Action: Send the email with the content

{{#lookupIssues}}

EPIC: <a href="{{parent.url}}">{{parent.summary}}</a>

- <a href="{{url}}">{{key}}- {{summary}}</a>

{{/lookupIssues}}

You can customize your email message as you wish

EDIT: I've added links to the message output

All comments

Layssa Souza

Hi, @Maurice B.

See if this helps you:

Step-by-Step Guide

Go to Jira Automation
- Navigate to Jira Settings > Automation.
Create a New Rule
- Click Create Rule.
Set the Trigger
- Choose "Scheduled" trigger.
- Set it to run every Thursday.
- Select "Run JQL" and use the following query:

project = "YOUR_PROJECT" AND issuetype = Epic AND (
issueFunction in hasSubtasks() AND issueFunction in linkedIssuesOf("status = Done", "is parent of")
OR updated >= -4w
)

Explanation:

Finds Epics with completed child issues.
Includes Epics updated in the last 4 weeks.

Add Action: Send Email

Select "Send Email".
Configure the recipients (e.g., your team).
Use the following template for the email body:

Subject: Epic Updates - Week of {{now.format("MM/dd/yyyy")}}

Hello Team,

The following Epics have recent updates:

{{#lookupIssues}}
- **{{key}}**: {{summary}}
{{/lookupIssues}}

Best regards, 
Team XXX

Save and Test

Save the rule and run a manual test to verify the results.

Best Regards.

Maurice B.

Hey @Layssa Souza ,

thank you for your support. Nice try, but I have already asked chatGPT as well and the proposed solution doesn't work.

Layssa Souza

@Maurice B. , Do you have any plug-ins, such as script runner?

Layssa Souza

I ask because I had carried out the test in my environment, despite it being a DataCenter environment, the behavior should be the same.

Evidência.png

Unfortunately, the only thing that I cannot validate is the return of the email, due to a restriction on the hosted server.

If an error is being presented, you can share it for evaluation

Best regards.

Laura Lopez_srsldv

What I'd do:

Trigger : Scheduled on Tuesday

Action: Lookup issues with JQL:

issuetype=Task AND (created >= -4w OR status CHANGED TO Done AFTER -4w) AND parent IS NOT EMPTY ORDER BY parent

Action: Send the email with the content

{{#lookupIssues}}

EPIC: <a href="{{parent.url}}">{{parent.summary}}</a>

- <a href="{{url}}">{{key}}- {{summary}}</a>

{{/lookupIssues}}

You can customize your email message as you wish

EDIT: I've added links to the message output

Maurice B.

Hey @Laura Lopez,

thank you very much, that works fine!

But now I need one small adjustment: There might be subtasks as well which have been created or moved to "done" within the last 4 weeks. If I simply include them in the JQL statement, the issue type "task" is displayed in the output e-mail as well, because the tasks are parents of the subtasks.

Do you know how to exclude the issue type "Task" from the "Epic-List" but still track the changes in subtasks?

Thank you!

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